Status Report on Transformational and Major Crown Projects
Description: The Email Transformation Initiative (ETI) will create a new, consolidated email service, and will transition the existing email for 43 departments and agencies for which Shared Services Canada (SSC) provides such services to the new email platform. It covers all elements of a messaging service, including email, scheduling, and address books. It will support interoperability with security approved mobile devices, such as smart phones, and with existing desktop and business applications, including major Government of Canada corporate applications using commercial-off-the-shelf products such as SAP and PeopleSoft.
Status Report on Transformational and Major Crown Projects (PDF Version, 283 KB)
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Project Phase: Initial planning and procurement phase. SSC will conduct a procurement process and plan the transition activities.
| Sponsoring and Participating Departments and Agencies | |
|---|---|
| Sponsoring Department | Shared Services Canada |
| Contracting Authority | Shared Services Canada |
| Participating Department(s) | N/A |
| Prime and Major Subcontractor(s) | |
|---|---|
| Prime Contractor | N/A |
| Major Subcontractor(s) | N/A |
| Major Milestones | Date |
|---|---|
| Gate 2 – Initiation going into Planning | |
| Industry Engagement/Request for Information | August 6, 2012 |
| Vendor Qualification | November 16, 2012 |
| Requirements Definition | February 8, 2013 |
| Issue Request for Proposal (RFP) (original closing date for submissions March 28, 2013) | March 1, 2013 |
| Project Approval for Implementation | May 30, 2013 |
| Gate 3 – Planning going into Execution | June 2013 |
| Gate 4 – Execution going into Deployment | January 6, 2014 |
| Gate 5 – Closure | July 31, 2015 |
Project Outcomes:
- The Email Transformation Initiative (ETI) will result in a consolidated email service that will be in use by the 43 partner departments and agencies. The service will also be optionally available to other departments and agencies on a cost-recovery/fee basis.
- Reduced Costs: At the end of the transition of the departments and agencies in 2015, the on-going average annual savings is estimated at $55.9 million.
- Improved Accessibility: A consolidated service based on a standard identity (e.g. name@canada.ca) will make it easier for Canadians and Canadian businesses to interact with the government of Canada.
- Improved Security: A consolidated email service that is provided by a trusted supplier using a standardized, consolidated state-of-the-art email platform that meets Government of Canada requirements for processing and storing classified information and that can be actively monitored and maintained in real time. This will enable a consistent and secure approach for preventing, detecting and responding to cyber attacks which will result in reduced successful attacks and quicker responses in the event of a successful attack.
- Measurable objectives and performance indicators to be used to confirm that these objectives have been reached will be reported in the 2013-14 Departmental Performance Report.
Progress Report and Explanations of Variances:
- The Treasury Board approved the ETI with an estimated cost of up to $83.6 million (indicative amount) for the one-time project costs. This excludes the new solution operations costs which will be determined and approved in 2013-14.
- The ETI is achieving its defined performance objectives for the Gate 2, Initial Planning and Procurement Phase. Specifically, the RFP was issued, with a closing date of March 2013. The bids have since been evaluated and the successful vendor for the project announced. These and other events will be reported on in the 2013-14 Departmental Performance Report.
- The ETI is currently running on budget for the one-time project costs. These were originally estimated at $6.5 million for 2012-13; $4.3 million was disbursed, with the unused funds reallocated to future years.
- The transition of departments and agencies to ETI is to be completed by March 31, 2015. The project will close in July 2015.
Industrial Benefits: The ETI will leverage the expertise of an industry leader in information technology to provide the complete email system for more than 377,000 public servants across multiple organizations with varying mandates and missions. The consolidated email service will provide industry with an opportunity to show-case a large-scale implementation of email services highlighting the benefits of standardized approaches to managing and securing systems.
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